Project Administrative and Finance Assistant

The Research, Innovation, and Strategic Engagement Project to Promote Freedom of Association and Collective Bargaining Globally (RISE) aims to strengthen policies and improve the capacity of governments, employers’ and workers’ organizations, and other actors in society to respect, promote, and realize freedom of association and collective bargaining (FACB). The project, funded by the US Department of Labor, will be implemented in overlapping phases and will include activities at the global, regional, and national levels. The project strategy seeks to continuously build and promote the application of critical knowledge needed to inform policy choices, strengthen the implementation of FACB in target countries, regions, and sectors, and communicate the impact and outcomes effectively. The project seeks to achieve three complementary outcomes: 

• Outcome 1: Improved knowledge base on freedom of association, collective bargaining, and industrial relations;
• Outcome 2: Improved capacity of governments, employers and their organizations, and worker organizations to effectively realize freedom of association and collective bargaining; and
• Outcome 3: Global, national, sector, and enterprise-level stakeholders learn about and promote innovative approaches and take action for the realization of FACB.
• The project falls under the technical responsibility of the Governance, Rights and Dialogue Cluster of the ILO (ADG/GRD). ADG/GRD encompasses the functions and responsibilities of four policy departments: International Labour Standards (NORMES), Governance and Tripartism (GOVERNANCE), Conditions of Work and Equality (WORKQUALITY) and Sectoral Policies (SECTOR).
• The ILO seeks to recruit a Project Administrative and Finance Assistant within the policy and procedural requirements established by the ILO and the Project. The Administrative and Finance Assistant will support the Chief Technical Adviser in a range of administrative- and finance-related services that contribute to the efficient running of the project.
• The Administrative and Finance Assistant will report to the Chief Technical Adviser responsible for the project implementation. She/he works independently, showing a high degree of initiative and judgment. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is integrated with related services. The incumbent provides relevant support, guidance and training to staff on the correct application of applicable standards.

Description of Duties

• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Check, review, process and prepare all documentation to ensure they are in line with ILO and USDOL requirements, including contracts, and ensure correctness and accuracy for financial clearances and payments. This includes preparing IRIS transactions, such as Purchase Orders (POs) and travel authorizations (TTs).
• Prepare correspondence on own initiative to verify data, address and answer queries, and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention.
• Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.
• Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.
• Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.
• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.
• Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
• Provide support, when necessary, in the preparation and running of project workshops and meetings.
• Perform other relevant duties as assigned.

Required qualifications

Education

• Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience

• At least five years of progressively responsible administrative work. Experience working on USDOL projects is an advantage.

Languages

• Excellent knowledge of English and working knowledge of French or Spanish.

Source: https://jobs.ilo.org/job/Geneva-Project-Administrative-and-Finance-Assistant-G5-(DC)-1200/1076067401/